RMS Section Election: please vote!

Election Timeline + Logistics

Ballots will open on Wednesday, August 25, and remain open for 2 weeks, closing on Wednesday, September 8.

Ballot Page: https://mysaa.archivists.org/myballots

The “View Ballot” link will direct users to the usual SurveyMonkey election ballot. Users must be logged in to access the page. Once they submit one ballot, users will be redirected back to the main page to complete their next ballot.

Information on candidates:

Ballot choices

Vice-chair/chair-elect (one vacancy):
Ryan Leimkuehler

University Records Manager and Assistant Professor at Kansas State University 

Biography:
As the records manager for KSU for the past 4 years he has focused on training, outreach, and records retention guidance for the university community. Ryan is a member of the Midwest Archives Conference, Kansas City Area Archivist, and the Society of American Archivists and serves as a steering committee member for the Records Management Section. Ryan also holds both a Certified Archivist and Digital Archives Specialist credentials.
Candidate Statement: I am interested in the position of vice chair/chair elect for the upcoming election cycle. As a current member of the steering committee, I have seen the passion, work, and efforts first hand and I would like to continue to give support and guide the RMS into the future. I am interested in the multiple opportunities throughout the year to interact with RM colleagues and provide avenues for professional growth or ways to share the expertise in our community. If elected I look forward to continuing the activities and energy provided by the RMS into the future.

For steering committee (one vacancy): 

Jennifer Motszko
Digital Scholarship & Preservation Archivist, University of Wisconsin-Whitewater
Biography:

For steering committee (one vacancy): 

Jennifer Motszko holds a BA in History from the University of Wisconsin – Madison and has Master’s Degrees in History and Library and Information Science from the University of Wisconsin – Milwaukee.  She has over fourteen years of experience working in both corporate and academic archives.  Jennifer began her archival career with the Harley Davidson Motor Company as a museum technician, but spent over ten years as manuscript archivist for the University of North Carolina at Greensboro. In 2018, she moved back to Wisconsin to head the Archives and Area Research Center at the University of Wisconsin-Whitewater where she manages university records, genealogical resources, and manuscript collections that document the agricultural, business, and supernatural history of Southeastern Wisconsin.  In her role as the UW-Whitewater Records Officer, Jennifer manages University records for temporary and permanent retention.

Candidate Statement: 

In her role as the UW-Whitewater Records Officer, Jennifer manages University records for temporary and permanent retention.  While this is only one part of her job, Jennifer enjoys educating faculty and staff on public records and ensuring the proper retention and disposition of materials.  Records management in a University setting presents many challenges and the SAA Records Management Section has been a great resource to ask questions and see the issues that others face.  As part of the steering committee, she will share her insight as it pertains to the academic records management setting.


 
For steering committee, early career (one vacancy): 

Jennifer Dantchev
Graduate student at Long Island University – Post Campus

Biography:
I will be starting the Master’s program in Library and Information Science this upcoming Fall 2021 with an emphasis in Rare Books and Special Collections. I will also be concurrently completing a Certificate in Advanced Study in Archives and Records Management also offered through the program. My career goal is to become an Archivist and/or Records Manager. I had previously looked into graduate programs in Library and Information Science over 10 years ago but was unfortunately not in a position to take on such a program at that time. I am now on track to begin my studies and am excited to finally be able to work on a degree in something I’ve had an interest in for more than a decade.

Candidate Statement: 
When I discovered SAA, I immediately became a member. The organization is a wonderful opportunity to learn, explore, and network with people engaged and interested in the field. The opportunity to become an Early Career Member of the Records Management Section would be an exciting way to participate, learn, and help the RMS Section and interested SAA members. I am always eager to listen and learn from those who have experience and wisdom to share!

SAA Annual Meeting 2021, Records Management Focused Sessions!

Please check out our list of records management focused sessions for this year’s SAA Annual Meeting. This list is dynamic and we will be adding more content (if needed). Have fun at the meeting, all!

Business Archives / Records Management Sections Joint Colloquium
1:00 PM – 4:00 PM EDT on Tuesday, August 3

2A – Records Management in Higher Education: Examining Systemic Power Dynamics and Vital Records
4:00 PM – 5:00 PM EDT on Wednesday, August 4

1A – Active Collecting During Difficult Times: Critical Reflections on COVID-19 Documentation Projects
1:30 PM – 2:30 PM EDT on Wednesday, August 4

S01 – Live Q&A: Archive and IT Relationships: Four Elements of Success
2:45 PM – 3:05 PM EDT on Wednesday, August 4

5A – Diversifying the Portfolio: Sharing Inclusive and Equitable Histories to Drive Better Business
1:30 PM – 2:30 PM EDT on Friday, August 6

3A – Should Collections Closed under a Donor Agreement Be “Public Records” under FOIA? Archivists Disagree
1:30 PM – 2:30 PM EDT on Thursday, August 5

S16 – Live Q&A: Records Management at a Distance, or How We Learned to Stop Worrying and Have a Sunny Disposition
3:15 PM – 3:35 PM EDT on Thursday, August 5

Register for RMS Section Meeting! July 13th, 2pm EST

Please Join us! We have an informative and lively session planned!

Register here

July 13th 2pm EST

DESCRIPTION

Agenda:
1. RMS Committee Annual Overview (Jessika Drmacich, Chair; Krista Oldham, Vice-Chair)
2. Panel Discussion: “Presidential Records and Presidential Transitions: The View from NARA”

Presidential Records and Presidential Transitions: The View from NARA
Two National Archives leaders who work closely with the White House will be joining us to talk about how the Presidential Records Act really works on the ground. Our speakers will be Gary M. Stern, NARA General Counsel, and John Laster, Director of NARA’s White House Liaison Division, both of whom have been through multiple presidential transitions. John and Gary will talk about how the National Archives works with the White House during an administration, what authority NARA has (and doesn’t have) under the law, and how physical records, electronic records, and museum objects are managed at the end of an administration. The speakers will address how the 2021 transition was the same and how it was different from past transitions, and they’ll bring you up to date on the current status of the Trump records. Bring your questions!

SPEAKERS

John Laster, Director of the White House Liaison Division, NARA
He has been with NARA since 1996 when he began his career as an archivist at the George Bush Library. He transferred to Washington in 2001 and served as a senior policy archivist and then Director of the Presidential Materials Division before assuming his current position. Laster received a MA in History from Auburn University. John’s office has the lead responsibility for managing the transfer of records and artifacts from the White House to NARA. He works closely with the White House Counsel’s Office, the White House Office of Records Management, the National Security Council, and various other offices on records management, access, and transition issues.

Gary M. Stern, General Counsel, NARA
Gary M. Stern has been the General Counsel of the National Archives and Records Administration since 1998, and also serves as NARA’s Chief Freedom of Information Act Officer, Senior Agency Official for Privacy, and Dispute Resolution Specialist.
Gary provides legal and policy guidance with respect to NARA’s implementation of the Federal Records Act, the Presidential Records Act, and all of the other statutes, regulations, orders, and directives that govern NARA’s multiple archival and records-related responsibilities.
Gary earned his law degree in 1987 from Yale Law School and his AB in Ancient Greek from Vassar College.


ACCESS
Live and recorded

Register here

More information

Records Management in the Time of COVID-19

Join us at 2pm ET on Friday, May 21st for another in our series of virtual coffee chats — this one hosted by April Anderson-Zorn, University Archivist at Illinois State University, and Courtney Bailey, Records Analyst at the State Archives of North Carolina (SANC).  The past 14 months have changed many of our lives in a myriad of ways, and records haven’t escaped the impacts of these changes.  We’ll discuss some of the changes we’ve seen at our institutions, and I’m sharing here links to some resources developed at our institutions that can serve as discussion starters.  We’d love to dialogue with you about what’s changed for you — along with what you may continue doing in a new way even after COVID restrictions ease.  Here are some topics we’ll address:

  • When does a global pandemic affect the calculus of appraisal decisions?  SANC provided some general guidelines.
  • What about all these new records we’re generating that we’d never even heard of before 2020?  Do we have to retain Zoom recordings and symptom checklists and Teams chats?  SANC provided some guidance to various audiences, such as state agencies and universities.
  • How can you train records custodians when in-person visits are not possible?
  • How can you gather input on a schedule update from subject matter experts when you cannot convene a meeting in your conference room?
  • When wet ink signatures have always been required on schedule approvals and other authorizations, what do you do when many people are working from home?
  • How can you receive archival donations with COVID restrictions in place?
  • How can you facilitate the collection of digital records?

No registration is required for this event. We look forward to seeing you on Zoom!

Building Alliances Pt. 2, Connecting with Your Information Technology Department – Coffee Chat Teaser

Building Alliances – Part 2, Connecting with Your Information Technology Department. Join us March 19, 2021, 2-3pm E.T.

Register in advance for this meeting here: https://ksu.zoom.us/meeting/register/tJctcu-gqDwoH9VpGJ2fNgeLni6R9upJMpp4

Ryan Leimkuehler, University Records Manager at Kansas State University and David Brown, Archivist and Head of Records Management Services as the U.S. Securities and Exchange Commission will continue their discussions on how to establish Archives and Records Management Programs through the formation of strategic cross organizational alliances. Our March discussion will focus upon fostering a productive mutually beneficial relationship with your organization’s information technology staff.

Our discussion will begin like this:

Dave: Establishing an effective records management program can be achieved in a myriad of ways which are often specific to the organization where you work. However, if your goal is to institute a dynamically proactive 21st century records and information management program that is not continually reacting to new technologies and systems after they have been added to your organization’s enterprise architecture, then you must foster a collaborative partnership with your organization’s information technology staff.

Ryan: The perspective I will bring to the discussion will focus on how you move your program from a fledgling records management program to one that builds relationships and has mutually beneficial collaborations. Dave is right, and I wholeheartedly support him, that a modern records program needs to be aligned with the interests and needs of the IT department. This is also a two way street. I have been a part of reactionary records management when our University went on Covid-19 lockdown and all employees were pushed to working from home and started the use of Microsoft Teams and OneDrive. Through these reactions, I was able to start the process of embedding myself in IT committees, working groups, and policy/procedure discussions. While the pipelines and procedures are not perfect now we are in a much better position to adapt to the new technology that will inevitably arrive.

From here, the discussion could go in many directions depending on the interactions of our colleagues. Some questions we will consider are:

·         What is the context of your relationship with IT in your institutions?

·         Who are your key partners in IT?

·         How do you develop a relationship with IT?

·         What can you expect (the twists and turns of maintaining an RM/IT collaboration)? 

Register for RIM Month Virtual Colloquium, April 7th 1-3pm EST!

Register

The SAA Records Management Section invites you to attend our free (!) RIM month virtual colloquium highlighting records and information management issues. Mark your calendars for April 7th, 2021 1pm-3pm EST.

Outline of Event:

7 wonderful presenters working in records management, with 7 minute lightning round presentations (see below!).

30 minutes will be allocated for discussion and questions following the lightning rounds.

Presentation order

All are welcome to attend.

Presenters:

Angela Ossar, Office of the Governor of Texas

Incorporating RIM into HR Onboarding/Offboarding

This short presentation will discuss the ways that RIM is incorporated into the onboarding and offboarding of employees at the Office of the Governor of Texas. In addition to presenting at New Employee Orientation on a biweekly basis, the Records Management Officer developed RIM Entrance & Exit Checklists to ensure smooth transitions. The checklists are required for all incoming and departing employees and were developed in consultation with IT, Legal, and HR.

Hillary Gatlin, Duke University

Surveying and Collecting Electronic Records

With COVID-19 restricting our ability to collect and preserve physical materials, Duke University Archives has changed its focus to collecting electronic university records of historical value. This presentation will discuss the process of surveying and reviewing these records in situ, provide examples of inventories that are useful for Technical Services staff, and discuss lessons learned as the Records Management program continues collecting university records despite physical restrictions.

Betty Shankle, University North Texas Health Science Center

Wrangling a Struggling RIM Program

Backlog of records awaiting transfer to off-site storage, check; outdated records management software, check; dated records transmittal and disposition forms, check; and no RIM workflow in place, check. Inheriting a struggling records management program can be daunting; however, it is manageable. From creating a network of Records Management Representatives across campus to upgrading RIM software that is seven versions behind, step by step records management can be wrangled.

Alexander Hughes and Shannon Gavin Johnson, Troup County Archives

Redeveloping relationships with records creators

The Troup County Archives works with three different local government entities to provide records management services. These relationships began in the 1980s but became strained within recent years. Troup County Archives leadership worked to redevelop these relationships and found great success. A budget increase and an intergovernmental renovation of the largest records storage facility occurred in 2019. This presentation seeks to show how these relationships were redeveloped and archival advocacy occurred.

Beth Cron, National Archives and Records Administration

Records Management Requirements for Systems

Have you ever been tasked with coming up with records management requirements and don’t know where to start? Beth will share how you can use NARA’s Universal Electronic Records Management Requirements as a starting point when identifying how to meet records management requirements when procuring or implementing a new system.

Jessie Graham and Anita Vannucci, University of Virginia

Going Remote: Moving RIM Training to a Virtual World

The move to remote work at UVA during the COVID-19 pandemic called for a new approach to RIM training. The RIM Team identified cheap and easy ways to take training virtual via live Zoom sessions and on-demand pre-recorded courses. In this session, the RIM Team will discuss ways we modified content and made virtual training more accessible. We will look at the tools we used and lessons learned along the way.

Coffee Chat: Email Archiving!

Link to virtual meeting

February 19th 2pm- 3pm EST

Please join the Records Management and College & Universities Sections as they co-host our next coffee chat on the exciting topic of email archiving! Our fabulous chat guides will be Krista Oldham of Clemson University and Jessika Drmacich of Williams College. Come participate, listen, or just observe!

Teasers below!

Krista Oldham, Clemson University

A Record is a Record is a Record. Sound familiar? I bet that if you are a records manager, or have records management responsibilities, you have probably heard this phrase if you haven’t said it yourself. I can certainly say that I’ve used this phrase countless times when speaking with records creators about their digital records-especially email. During that conversation I inform them that emails, like paper records, need to be managed in accordance with federal and state laws and university policies. At some point, I also get to inform them that not all records are valued equally and the ones that, as the University Archivist, I am concerned about are the emails that have enduring value.  After this statement I am usually met with a “Well how do you do that?” or a “Do you have a system in place that takes care of all of that?” My response of late has been “We’re working on that.” Preserving emails is not a small undertaking. Email by its nature presents challenges to archival preservation including the variety of email message formats, message components, and the interrelationships between messages and attachments. Managing email at a large scale presents another significant challenge. Before identifying the technology/application(s) needed and developing workflows for email archiving, archivists and records managers should focus on having policies and partnerships in place to encourage compliance and buy-in from their record creators. For the past six months, the Records Management Team at Clemson University has been doing this type of work. At our next coffee chat I will share my experience and encourage conversation with attendees and their experience nurturing collaborative partnerships for email archiving. 

Jessika Drmacich, Williams College

Effectively navigating email collection, preservation, and access involves extensive work in the beginning of emails’ lifecycle. Institutional cultural change and building effective technical workflows are also crucial. At Williams College, email is considered record of the College as stated in our records policy; however, compliance for email as record is entirely another story (in other words, it’s super hard!). As Records Manager, I work with units helping them identify records and help guide records to their appropriate destination at the end of their life cycle. As digital resources archivist, I create access for and preserve digital materials. With these areas of focus with my work, I decided to start small in my venture to collect email as record. Working with a colleague in IT, we created a sustainable workflow for capturing both MBOX format and PDFs of email as artifact. Also, I worked with administration to be added to various all-campus listservs. This grouping of all-campus emails are now my first *email as record* accession. At our upcoming coffee chat I hope to discuss my own workflows, but also ponder:

  1. Is pdf format enough to capture email as artifact and record?
  2. Creating access for email collections: RATOM, EPADD.
  3. Incorporating access for embargoed emails. Example: preserved emails only available to a small section of campus?
  4. What about cultural shifts? How do we effectively advocate for email to be considered record at private institutions?
  5. Email in the time of Covid: more important than ever. Let’s reflect!

Records and Information Management Month Virtual Colloquium

For Records and Information Management month (April), the SAA Records Management Section is seeking proposals for 5-7 minute presentations on the topic of records management. If you are interested in presenting or participating please complete the following survey questions regarding the colloquium no later than Feb 17th, 2021. We will notify presenters the week of Feb 23rd, 2021. The date/time of the virtual colloquium will be shared at that time too!

The event will be free!

Send any questions or concerns to saarecordsmanagement@gmail.com or committee chair, Jessika Drmacich (jgd1@williams.edu)

Survey

Building Alliances – Coffee Chat Teaser

Building Alliances – Part 1, Where to Start? Join us January 8, 2021, time 1:00pm Central Time Register for the event here: https://ksu.zoom.us/meeting/register/tJAkcuirqzgvGtFkHPGooCNqJPEw-NW36N31

Ryan Leimkuehler, University Records Manager at Kansas State University and David Brown, Archivist and Head of Records Management Services as the U.S. Securities and Exchange Commission will hold a series of discussions on how to establish Archives and Records Management Programs through the formation of strategic cross organizational alliances. The goal of these discussions is to be interactive with our colleagues and the format is an initial discussion by Ryan and Dave that over the course of an hour expands to include those who have joined the event.

A typical discussion would go like this:

Dave: I think that one’s ability to forge cross organizational alliances is just as essential to successfully building and maintaining an archives and records management program as your professional knowledge and expertise. What do you think of that statement?

Ryan: I think it is critical that we form alliances and build bridges wherever possible. Just anecdotally, I have heard stories of records managers who can do very little outside of their core area because they are either not trusted or not understood across the organization. In my case with Kansas State University, a lot of this groundwork was already established, but I knew I needed to strengthen the ties and relevance to other areas outside of the University Libraries. To meet these ends we formed the Records and Information Management Committee (RIMC) and identified key offices across campus who should be represented such as: the office of the registrar, general counsel, faculty representation, office of research, human capital services, open records officer, and IT. Through this group, we established a foothold in critical offices and our work in developing retention schedules and improved efficiencies/training has justified our existence for other offices not represented on the records committee. I also developed a training program so we can meet offices ‘where they are’ and move them to ‘where we want them to be.’ So far it is Shared-Drive Clean-Up training and Records Management 101 with various on demand trainings upon request such as email management. Without this committee and our training activities, I do not believe we would be nearly as effective as we are right now and in full disclosure, we have a long way to reach every office on campus.

Dave: When starting a job in a new organization, for me, the two most important things to know about your records and information management program (RIM) are: 1) where you are; and 2) where you want to go. These two data points are your guideposts to how you are perceived and identifies the key organizational collaborators you need to engage to either enhance or change the perception of your program.

Ryan: I agree that those two data points are important in determining next steps in any RIM program. When I came onboard KSU I knew that I was the first records manager for the university. I also had some prior knowledge of the organization in my role as government records archivist for the Kansas Historical society. We collaborated on starting the process of updating their retention schedule that was passed in the 90’s and never updated since. So with that knowledge going into my position I knew I needed to leverage the Records and Information Management committee (RIMC) and develop a training program to justify our relevance and value we could offer to offices we worked with.  In the three years I have been at KSU we have updated most of the previous retention schedule and brought many unofficial retention schedules and policies up to date and made them official by working through the State Records Board.

An inventory of personal skills is also useful for a department of one, like myself, or of your team. In my case I know I am comfortable teaching/training and thus the training program made sense for me to pursue early on. I also know that I have various soft skills that are useful in repairing damage done or building new bridges.

From here, the discussion could go in many directions depending on the interactions of our colleagues. Some possible topics might be:

  • Who are the likely allies for you to target?
  • How do you repair any damage done to your program prior to your arrival?
  • Are there alliances you can build outside of your organization?
  • Have you had challenges dealing with some administration or departments who do not see our value? how can I change their minds?